Now Hiring: Office Assistant

Office Assistant

20 hours/week, $15/hour, non-exempt

The Church of St. Martin-in-the-Fields seeks a part-time Office Assistant to start this summer. Work for a thriving parish in the beautiful Philadelphia neighborhood of Chestnut Hill, with a diverse population that comes not only from the surrounding community but also the nearby neighborhoods of Mt. Airy and Germantown, and local suburbs. St. Martin’s is deeply invested in welcome, worship, formation, social justice, and service. The job calls for a person with meticulous attention to detail and strong time management and people skills. The position includes answering phones, scheduling programs and events, and creating publications, so strong communications and computer skills are essential. The ideal candidate can adapt and respond to a variety of situations and needs, and address inquiries equally well via phone, email, and in person. Must understand and honor confidentiality. On-the-job training will be offered for specific software, but graphic design and membership database experience are a plus. Please read the full description below and apply by the June 29, 2018 deadline.

Read about St. Martin’s mission and values.


Qualifications:

  • Strong reading, writing, and communication skills in English.
  • Proficient in the Microsoft Office Suite. Familiarity with publication and design programs such as Adobe InDesign and Adobe Photoshop preferred.
  • Familiar with and supportive of The Episcopal Church’s teachings, theology, and liturgy regardless of personal faith tradition.
  • Bachelor’s degree from an accredited college or university, or equivalent work experience, is preferred.



Office Assistant Duties



St. Martin’s Office Mission Statement:
St. Martin’s administrative office seeks to demonstrate God’s love and assist individuals in their relationship with God by providing warm, pastoral, and prompt attention to all who contact us and make it as easy as possible for people to navigate relationship and connection to St. Martin’s.


Goals:
The church of office provides administrative and communications support for all the ministries of the Church of St. Martin-in-the-Fields. Office staff is committed to the highest level of customer service with our members, visitors, and anyone who uses our facility. The parish office will be able to respond to information requests in a swift manner. There should be little to no need to transfer a call for basic event information, registration, or scheduling.


Primary Responsibilities:

  • Worship leaflet creation and editing – excellent layout and editing skills are essential as well as coordinating skills between multiple folks who supply content.  Leaflets include weddings and funerals as well as preparation for Sundays.
  • Calendar and Scheduling – The clerical assistant manages the church Google calendar, keeping it current and helping users secure space while avoiding conflicts. This also includes posting of room schedules weekly for visitors and office volunteers.
  • Sign Up Sheets – Assist program staff with creation and maintenance of various event and volunteer sign ups in Jotform, Google Forms, Constant Contact, and other software.
  • Communications – Assist with the graphic design and content of social media and email communications, including the weekly e-Field Notes email using our current Constant Contact system. Assist with website maintenance.
  • Relationship management and Building Use Support with building renters - Contract completion from first contact, through the event, billing, and follow-up including coordinating set-ups with sexton. Occasional room preparation when sexton is unavailable.
  • Clerical – Assistance with database entry and maintenance (Automated Church Systems “ACS”), general filing, mailings, etc. Maintain membership records including baptisms, confirmations, receptions, weddings, funerals, and transfers.
  • Oversee Columbarium records as well as inquiries and purchasing associated with funerals or end of life planning.
  • Office and maintenance supply inventory control and ordering.
  • Wedding and funeral billing support.
  • Reception – A warm welcome to anyone entering the building, prompt attention to their concerns as well as phone reception and transferring of calls.
  • Assist with task delegation and management of office volunteers.
  • Substitute for Associate for Communications & Administration – When the ACA is out of the office the OA takes his/her duties.
  • Other duties as assigned.



Job Expectations:

  • Staff Meetings on Tuesday from 9 a.m. to 10:30 a.m. are required, as are seasonal staff retreats.
  • St. Martin’s will commit to providing a professional and mentoring experience with opportunities for professional development.
  • St. Martin’s is an equal opportunity employer and does not discriminate on the basis of gender, race, sexual orientation or national origin.
  • As company policy, hiring is contingent upon the applicant passing all State and Diocese of Pennsylvania background checks and clearances for working with children & youth.



Outcomes:

  • Worship materials are consistently produced on time and accurately to guide a range of attendees, from those who are regular to unchurched visitors, comfortably through the worship service.
  • Facilities are well maintained and clearly scheduled and prepared for. Staff and office volunteers are aware of arrangements, schedule, and protocols.
  • Contracts are clearly laid out and followed up on.
  • The office assistant is able to proactively seek out and respond to office needs and inquiries via phone, email, or in person as a first line response before needed to escalate to Associate for Communications & Administration.
  • Parishioners and visitors feel accommodated and responded to in a pleasant, timely manner.



Timeline

    June 29 - Applications Due
    July 6 - Applicants will be contacted to schedule interviews by this date.
    July 16 - Interviews begin.
    August 1 - Target start date.



To apply please submit the following materials by June 29th to*:
Natalee Hill
Associate for Communications & Administration
Church of St. Martin-in-the-Fields
8000 St. Martin’s Lane
Philadelphia, PA 19118
.(JavaScript must be enabled to view this email address)

    __     Resume
    __     ½ page writing or professional publication sample


* If invited to interview, the candidate will be expected to complete clerical testing ahead of the interview at St. Martin’s expense. If invited to interview, please be prepared to bring 3 professional references.

Summer Sunday Service Schedule - begins June 10, 2018

8:00 a.m. Holy Eucharist
9:15 a.m. worship.together
Holy Eucharist for families with young children
10:00 a.m. Holy Eucharist with music

Regular Sunday Service Schedule - returns September 9, 2018

8:00 a.m. Holy Eucharist
9:00 a.m. Parish Forum & Christian Education (Kairos/FUSE)
9:15 a.m. worship.together
Holy Eucharist for families with young children
10:30 a.m. Choral Eucharist

Other Days

Morning prayer is offered at 7:30 a.m. weekdays, in the Mary Chapel.

Silent morning meditation is offered at 8:15 a.m. weekdays, in the Mary Chapel.

Mid-week Eucharist is offered at 12:15 p.m. Wednesdays, in the Mary Chapel.

Compline is offered at 7:00 p.m. on 2nd & 4th Wednesdays, in the Church.

Choral Evensong is offered at 5:00 p.m. on 1st Sundays, in the Church.

We would love to have you join us.

Location

This Episcopal church is located in the heart of the historic neighborhood of Chestnut Hill, five blocks west of Germantown Avenue at the corner of St. Martin’s Lane and West Willow Grove Avenue.


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